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Brentwood City Commission Agenda
Meeting Date: 05/11/2020  
Resolution 2020-39 - Agreement with Stubblefield Construction LLC for Purchase and Installation of Replacement Maintenance Barn at Smith Park
Submitted by: Dave Bunt, Parks & Recreation
Department: Parks & Recreation  

Information
Subject
Resolution 2020-39 - Agreement with Stubblefield Construction LLC for Purchase and Installation of Replacement Maintenance Barn at Smith Park 
Background
The Parks and Recreation Department recently solicited proposals for construction of a maintenance barn at Smith Park to replace the existing barn that was on the property when the City purchased it in 2010 and is severely deteriorated. As you may recall, staff originally attempted this process over a year ago and did not receive a proposal that fit the City's needs.  Staff tried again in late 2019 and did not receive a single proposal. Staff decided to try one more time this spring and did receive two proposals to evaluate.  

The project is budgeted at $245,000 in the proposed FY 2021 Capital Improvements Plan.  There is $225,000 allocated for construction of the new barn with an additional $20,000 for the demolition of the existing barn. Staff evaluated each proposal and is recommending selecting the contractor with the higher base price of $211,000 as compared to $197,357.  Staff selected the proposal from Stubblefield Construction LLC for several reasons:
  1. The structure is a residential 2X4 built rather than the pole barn the other contractor submitted.
  2. The concrete slab will be 6 inches with turn downs as compared to an unspecified 4-inch slab in the other submittal.
  3. The structure will be a painted Hardie board outside paneling compared to a cedar board in the other submittal.  A color scheme needs to be decided upon but any color combination is available. (See attachments)
  4. The inside walls will be covered with plywood versus nothing in the other submittal.
  5. There will be built-in rafter storage compared to none with the other submittal.
  6. The barn will have a substantially better electrical plan for lighting and outlets.
  7. The contractor can install a handicap accessible bathroom for $14,000. Staff recommends this option. The other submittal did not include this option.
  8. Alternate #1 - Demolition of existing barn - $14,000 versus $20,000 in the other submittal.    It should be noted that the wood will be re-purposed by the contractor as much as possible.

Staff believes the enhancements noted above for the Stubblefield proposes provides a greater overall value that justifies the higher base proposal cost. It should be noted that the project will still be within budget. Staff checked references provided and finds no reason to reject their proposal.

Therefore, staff recommends approval of the services from Stubblefield Construction LLC for a total cost of $239,000 (Base Price of $211,000 + $14,000 Demo + $14,000 Restroom).  Staff is also requesting City Commission authorization of up to a $5,000 contingency allowance to be authorized by staff should some small unforeseen issue arise during construction.

A copy of the proposal, color submittals, picture renderings and contract are attached for your review. If approved, it will be the goal of the Department to have the project completed this summer. 

Please contact the Parks and Recreation Director if you have any questions. 
Staff Recommendation
Staff recommends approval of the services from Stubblefield Construction LLC for a total cost of $239,000 plus a $5,000 contingency allowance to authorized only by staff.

Fiscal Impact
Amount : $239,000
Source of Funds: Capital Projects Fund
Account Number: 311-44400-3016
Fiscal Impact:
A breakdown of the budget is provided. The project is within the Budget.

Total Budget:$245,000

Barn Budget - $225,000

Base proposal price - $211,000
Bathroom addition if selected - $14,000
Total: $225,000

Demolition Budget: $20,000
Alternate 1 price - $14,000

Total contract awarded: $239,000 plus a $5,000 contingency allowance = $244,000 authorized expenditures.
 
Attachments
Resolution 2020-39
Contract No. 2020-053
Exhibits A and B - Bid Docs and Response
Stubblefield RFP
Siding Color Chart
Roof Color Chart
Sample Pictures - barn and siding
Signed Resolution & Contract

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